Tax Exemption Certificates

Exploring

This program only applies to the Tax Connector - Avalara.

This program lets you add, update or delete customer information and CertCapture ID's by connecting to the CertCapture system within Avalara whenever you add, maintain or delete a customer.

This program can't be run standalone and is accessed from the following program(s):

  • Customers

    Once you configure the appropriate eSignature, the Tax Exemption Certificates program is automatically launched when you add, change or delete a customer.

The Avalara platform is a powerful and easy-to-use API that helps businesses automate the calculating, storing, auditing and reporting of transactional taxes.

The CertCapture component helps you maintain compliance by creating, validating, storing and managing sales tax exemptions and reseller certificates.

Tax Connectors provide a connection for establishing a direct link between SYSPRO and compatible cloud-based tax calculation systems (e.g. Avalara and Vertex).

Tax Connectors manage the export of data to these systems so that quarterly and annual sales tax returns can be produced for state filing purposes.

Starting

Triggers must be configured against the following eSignatures to ensure that the Tax Exemption Certificates program is automatically launched when you add, change or delete a customer within the Customers program:

  • AR Customer Added

  • AR Customer Changed

  • AR Customer Deleted

You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).

You can restrict access to the eSignature transactions within a program at operator, group, role or company level (configured using the eSignature Setup program).

Electronic Signatures provide security access, transaction logging and event triggering that gives you greater control over your system changes.

Controls access to the Add new customer function of the following programs:

  • Customers
  • Browse on Customers

Controls access to customer maintenance in the following programs:

  • Customers
  • Browse on Customers

Controls access to the Delete function in the following programs:

  • Customers
  • Browse on Customers

The following configuration options in SYSPRO may affect processing within this program or feature, including whether certain fields and options are accessible.

The Setup Options program lets you configure how SYSPRO behaves across all modules. These settings can affect processing within this program.

Setup Options > Company > General

  • Nationality code

Setup Options > Tax > Company Tax Options

  • Tax system

Setup Options > Tax > Sales and Use Tax

  • Sales and use tax system required
  • Interface type

Solving

To configure the eSignature trigger that automatically launches the Tax Exemption Certificates program when you add, change or delete a customer within the Customers program, proceed as follows:

  1. Open the eSignature Setup program (Program List > Administration > Electronic Signatures).

  2. Define the Access control of the following transactions as Log Only:

    • AR Customer added

    • AR Customer changed

    • AR Customer deleted

  3. Against each of these transactions, select the Configure hyperlink to define the required trigger as follows:

    1. From the Logging and Trigger Options pane, enable the Transaction successful option under the Triggers section.

    2. Select the Setup Trigger function to launch the Trigger Setup program:

      1. Within the Maintain Trigger pane, define the Type as Run any program.

      2. Enter IMPPEC within the Program field.

      3. Select the Save function and exit the program.

    3. Select the Apply function to save your trigger against the transaction and close the screen.

  4. Exit the eSignature Setup program and restart SYSPRO.

Ensure that you have a valid connection to CertCapture to avoid failed transactions when you add, change or delete a customer:

  1. Open the Exemption Certificates Setup program (Program List > General Ledger > Tax > Tax Interface).

  2. Capture your connection details.

  3. Select the Test Connection function to ensure all entries are valid.

  4. Save and exit the program.

If you have a list of existing tax exemption state certificates and want to import these into SYSPRO, proceed as follows:

  1. Open the CertCapture Import program (Program List > General Ledger > Tax > Tax Interface).

  2. Indicate the name and full location path of the import file.

  3. Select the Import function.

  4. Review the Process completed fields for summary information about the records imported.

Using

  • Fields on a pane are sometimes removed by default. You can reinstate them using the Field Selector option from the context-sensitive menu (displayed by right-clicking any field in the pane). Select and drag the required fields onto the pane.

    The captions for fields are also sometimes hidden. You can select the Show Captions option from the context-sensitive menu to see a list of them. Click on the relevant caption to reinstate it to the form.

    If the Show Captions option is grayed out, it means no captions are hidden for that form.

  • Press Ctrl+F1 within a list view or form to view a complete list of functions available.

Referencing

Field Description

Connect to CertCapture

This connects to the CertCapture system within Avalara to update the customer's information based on your changes within the Customers program.

The AdmTaxCertXref table is updated accordingly during the update process.

This connection process writes an entry to the AdmTaxAuditLog table within the database and returns the allocated CertCapture client ID.

Close

This returns you to the previous screen.
Field Description

Customer information

These fields indicate the customer code and name of the customer currently being added, maintained or deleted within the Customers program.

Contact details

These fields indicate the customer's sold to address and contact details as defined against the customer in the Customers program.

Exemption certificate

 

Custom 1

This indicates the user defined field 1 as recorded within the ArCustomer table.

If you change this entry, it will only be for this run of the program and the ArCustomer table will not be affected by the change.

Custom 2

This user defined field updates the FEIN (Federal Employer Identification Number) field within CertCapture during the upload process.

This field is not recorded within SYSPRO.

Custom 3

This user defined field updates the Location ID field within CertCapture during the upload process.

This field is not recorded within SYSPRO.

Ship to all states

This lets you select all states as exempt from paying tax (i.e. where the customer has exemption certificates).

The Ship-to states field is populated with all 50 state entries when you select this option and you can manually remove any which don't apply (if required).

Ship-to states

This lets you manually indicate the specific states exempt from paying tax (i.e. where the customer has exemption certificates).

When you connect to CertCapture, the system creates an entry against this customer for each state listed.

You can then upload the exemption certificates within CertCapture on the Avalara platform.

Client ID

This indicates the customer's Client ID currently recorded within CertCapture.